Facilities Officer

Job Description

Facilities Officer


Part Time : 3 Full Days Per Week

Our client is looking to recruit an experienced Facilities Manager, responsible for ensuring their office premises are safe and comfortable environments for their staff and clients alike. This is a highly practical role, requiring a combination of business, organisational, IT and…


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Facilities Officer


Part Time : 3 Full Days Per Week

Our client is looking to recruit an experienced Facilities Manager, responsible for ensuring their office premises are safe and comfortable environments for their staff and clients alike. This is a highly practical role, requiring a combination of business, organisational, IT and manual skills. Acting as the Health and Safety officer, a thorough understanding of Health and Safety regulations will be required. A relevant health and safety qualification such as IOSH, gained within the last five years is desirable. Excellent written and verbal communication, together with good IT skills are essential in order to manage existing or negotiate new contracts with service providers. You will be physically fit and a proficient DIYer, capable of dealing with minor maintenance issues. The position is part time (3 days/21 hours per week) although flexibility will be required to undertake office moves or refurbishments out of office hours so as not to disrupt our business operations. The position is likely to be based at either the Ashford or Canterbury office. However, frequent travel to and from all four of the Firm`s offices will be required using their own vehicle (insured for business use) or the Firm`s van when available. A clean driving licence is essential.

Responsibilities & Duties

Facilities

  • Plan best allocation and use of space and resources for all offices or for new office premises as acquired;
  • Create, organise and maintain a register of the Firm`s assets (furniture and non-IT resources);
  • Organise office moves; assisting fee earners and secretaries with the relocation of their files, repositioning of filing cabinets, dismantling and reassembling desks etc. or the procurement of new;
  • Manage building projects such as refurbishments, renovations and major maintenance work by
    • Investigating availability and suitability of options for new premises;
    • Identify suitable office planners and contractors including negotiation of fees;
    • Managing logistics of projects to ensure minimum disruption to business activities;
    • Checking the appropriate risk assessments and method statements are provided by contractors and that they comply with legislation and business needs;
    • Checking work conducted by contractors has been completed satisfactorily; following up on deficiencies as necessary;
    • Liaising with HR, IT and Marketing as required
  • Undertake minor maintenance work e.g. repairs to office furniture, hanging noticeboards, shelves, fitting replacement light bulbs etc.


Health & Safety

  • Undertake the role of Health & Safety Officer for the Firm, reporting to the Partners and Responsible Person those issues identified of potential risk;
  • Ensure all offices meet health and safety requirements and that facilities comply with legislation;
  • Ensure the Firm has in place a comprehensive Fire Risk Assessment for every office;
  • Respond appropriately to emergencies or urgent issues throughout the Firm as they arise;
  • Ensure all offices have adequate and appropriately trained first aiders, appointed persons and fire wardens (courses booked through HR).
  • Organise bi-annual Portable Appliance Testing (PAT) for all offices; bringing any remedial action necessary to the attention of the partners;
  • Develop, maintain and implement health and safety policies and procedures compliant with relevant legislation


Service & Maintenance Contracts for all sites (liaising with Landlords where applicable)

  • Manage existing contracts, deal with complaints or issues, negotiate competitive terms for renewal or new contracts for:
    • Window and office cleaning
    • Plumbed water coolers and hot water boilers
    • Intruder alarms and entry systems
    • Fire alarms and firefighting equipment
    • Confidential waste
    • Document Exchange (DX)
    • Off-site archive facilities (currently Saracen)
    • Utilities : gas and electricity, liaising with power broker (currently ZTP) as necessary
    • Air conditioning


Skills & Experience

Previous Experience

  • Facilities maintenance, health and safety and contracts management
  • Multiple site operations
  • IOSH Certificate in Managing Safely or NEBOSH Diploma in Occupational Health & Safety or NEBOSH National Certificate in Fire Safety and Risk Management or NEBOSH National General Certificate in Occupational Health & Safety
  • General DIY skills
  • Office Planning
  • Competent in using IT (Excel, Word and Outlook)
  • Literate and numerate
  • Confident in liaising and negotiating with service providers
  • Excellent written and verbal communication
  • Approachable and amenable; responsive to the needs of the customer (partners and staff)
  • Resilient and adaptable; gets the job done
  • Ability to balance priorities in order to meet sometimes demanding deadlines
  • Attention to accuracy and detail
  • Organised and methodical
  • Effective administrative skills including accurate record keeping.

Job Description

Facilities Officer


Part Time : 3 Full Days Per Week

Our client is looking to recruit an experienced Facilities Manager, responsible for ensuring their office premises are safe and comfortable environments for their staff and clients alike. This is a highly practical role, requiring a combination of business, organisational, IT and manual skills. Acting as the Health and Safety officer, a thorough understanding of Health and Safety regulations will be required. A relevant health and safety qualification such as IOSH, gained within the last five years is desirable. Excellent written and verbal communication, together with good IT skills are essential in order to manage existing or negotiate new contracts with service providers. You will be physically fit and a proficient DIYer, capable of dealing with minor maintenance issues. The position is part time (3 days/21 hours per week) although flexibility will be required to undertake office moves or refurbishments out of office hours so as not to disrupt our business operations. The position is likely to be based at either the Ashford or Canterbury office. However, frequent travel to and from all four of the Firm`s offices will be required using their own vehicle (insured for business use) or the Firm`s van when available. A clean driving licence is essential.

Responsibilities & Duties

Facilities

  • Plan best allocation and use of space and resources for all offices or for new office premises as acquired;
  • Create, organise and maintain a register of the Firm`s assets (furniture and non-IT resources);
  • Organise office moves; assisting fee earners and secretaries with the relocation of their files, repositioning of filing cabinets, dismantling and reassembling desks etc. or the procurement of new;
  • Manage building projects such as refurbishments, renovations and major maintenance work by
    • Investigating availability and suitability of options for new premises;
    • Identify suitable office planners and contractors including negotiation of fees;
    • Managing logistics of projects to ensure minimum disruption to business activities;
    • Checking the appropriate risk assessments and method statements are provided by contractors and that they comply with legislation and business needs;
    • Checking work conducted by contractors has been completed satisfactorily; following up on deficiencies as necessary;
    • Liaising with HR, IT and Marketing as required
  • Undertake minor maintenance work e.g. repairs to office furniture, hanging noticeboards, shelves, fitting replacement light bulbs etc.


Health & Safety

  • Undertake the role of Health & Safety Officer for the Firm, reporting to the Partners and Responsible Person those issues identified of potential risk;
  • Ensure all offices meet health and safety requirements and that facilities comply with legislation;
  • Ensure the Firm has in place a comprehensive Fire Risk Assessment for every office;
  • Respond appropriately to emergencies or urgent issues throughout the Firm as they arise;
  • Ensure all offices have adequate and appropriately trained first aiders, appointed persons and fire wardens (courses booked through HR).
  • Organise bi-annual Portable Appliance Testing (PAT) for all offices; bringing any remedial action necessary to the attention of the partners;
  • Develop, maintain and implement health and safety policies and procedures compliant with relevant legislation


Service & Maintenance Contracts for all sites (liaising with Landlords where applicable)

  • Manage existing contracts, deal with complaints or issues, negotiate competitive terms for renewal or new contracts for:
    • Window and office cleaning
    • Plumbed water coolers and hot water boilers
    • Intruder alarms and entry systems
    • Fire alarms and firefighting equipment
    • Confidential waste
    • Document Exchange (DX)
    • Off-site archive facilities (currently Saracen)
    • Utilities : gas and electricity, liaising with power broker (currently ZTP) as necessary
    • Air conditioning


Skills & Experience

Previous Experience

  • Facilities maintenance, health and safety and contracts management
  • Multiple site operations
  • IOSH Certificate in Managing Safely or NEBOSH Diploma in Occupational Health & Safety or NEBOSH National Certificate in Fire Safety and Risk Management or NEBOSH National General Certificate in Occupational Health & Safety
  • General DIY skills
  • Office Planning
  • Competent in using IT (Excel, Word and Outlook)
  • Literate and numerate
  • Confident in liaising and negotiating with service providers
  • Excellent written and verbal communication
  • Approachable and amenable; responsive to the needs of the customer (partners and staff)
  • Resilient and adaptable; gets the job done
  • Ability to balance priorities in order to meet sometimes demanding deadlines
  • Attention to accuracy and detail
  • Organised and methodical
  • Effective administrative skills including accurate record keeping.

Job Summary

Location: Canterbury
Salary: £13.00 - £15.00 Per Hour
Contract Type: Part Time
Sector: Construction / Property
Division: Construction
Date: 9th January 2019

Apply now

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Key Contact

Peter Hunt

Peter Hunt

Director

Email: Click here
Phone: 023 9232 4666

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Job Summary

Location: Canterbury
Salary: £13.00 - £15.00 Per Hour
Contract Type: Part Time
Sector: Construction / Property
Division: Construction
9th January 2019

Apply now

Share this job: